What Goes on an International Invoice: Fields to Check Before You Ship
When you ship goods abroad or bill overseas customers, you will be asked for an English invoice. A commercial invoice used for customs clearance has more required fields than an ordinary bill. This article outlines the fields it usually contains and points to watch. Requirements vary by destination country, carrier and product, so treat this as a starting point.
1. Fields usually included
- Seller (exporter) and buyer (importer) — name, address, contact
- Invoice number and date
- Description of goods — specific (e.g., "men's 100% cotton T-shirt", not just "clothing")
- Quantity, unit price, line amount, total, and the currency
- Country of origin (where it was made)
- HS code (customs classification number)
- Freight and insurance, if you charge them
- Incoterms and payment terms
- Signature and declaration statement
2. HS codes
The Harmonized System (HS) code is an international product classification number. The first six digits are common worldwide; countries add further digits. The code you use can change the duty rate, so confirm it with the destination country's customs guidance or a customs broker. The invoice generator on this site only has a field for you to type the HS code; it does not decide which code is correct.
3. Incoterms
Incoterms are trade terms published by the International Chamber of Commerce (ICC) that state who pays for transport and bears risk up to which point. Abbreviations such as FOB, CIF and DDP are common, and the suitable term differs by mode of transport. Agree on the term in the contract first.
4. Declare the true value
The declared value should match the actual transaction. Understating value to cut duties or labelling a sale as a gift can lead to customs trouble and legal liability. Even for samples or free goods, how to state that fact and its value follows the destination country's rules.
5. Example
One line of 10 × $25.00 = $250.00, with $40.00 freight and $10.00 insurance:
- Subtotal: $250.00
- Grand total = 250.00 + 40.00 + 10.00 = $300.00
The invoice generator on this site does this arithmetic and lets you print or save as PDF. It does not calculate duties or taxes.
6. Check before you ship
- The document format and number of copies your carrier requires
- The destination's import rules and prohibited or restricted goods
- The HS code and who pays duties and VAT
- That the recipient details are correct (name, phone, address)
This article is general information to help you fill in a form; it does not guarantee clearance or any duty amount.